Informal Communication Systems

Dr. Radhika Kapur

Abstract

Within educational institutions as well as various types of organizations, it is

necessary for the members to form amiable terms and relationships with each other. They
need to be friendly in nature and promote mutual understanding. The reason being, they need
to work in co-operation and integration with each other. In order to achieve professional
goals, and incur the feeling of job satisfaction, it is necessary for the members of the
organizations to get engaged in informal communication. In the implementation of informal
communication, they do not follow any specific rules and procedures. Furthermore, the
individuals communicate with each other in terms of various other topics as well, which are
not work related. It is essential to reinforce informal communication systems within the
organizations. But it has advantages as well as limitations. The members of the organizations
need to pay attention towards reinforcement of advantages and alleviation of limitations.
When informal communication takes place, it is necessary for the individuals to put into
operation the traits of morality and ethics. The main areas that have been taken into account
in this research paper include, types of informal communication network, characteristics of
informal communication, advantages of informal communication and limitations of informal
communication.

Keywords: Amiability, Information, Informal Communication, Job Duties, Processes,

Relationships, Rules, Sociability

The informal communication is the casual and unofficial form of communication

wherein the information is exchanged spontaneously between two or more persons without
conforming the prescribed official rules, processes, systems, formalities and chain of
command. The informal communications are based on the personal and informal
relationships such as, friends, peers, family, club members and so forth. This form of
communication does not take into consideration the organizational conventional rules and
other formalities. In the organizational framework, the informal communication is also
termed as grapevine communication. The reason being, it is difficult to define the beginning
and the end of the communication. This form of communication is characterised by the
indefinite channel of communication, which signifies that there is not any definite chain of
command through which the information flows. Therefore, in the informal communication
systems, information can flow from anywhere (Informal Communication, n.d.).

Within the organizations, it is of utmost significance for the individuals to form

amiable and pleasant terms and relationships. Hence, in order to form sociable relations, it is
vital for them to communicate with each other in an informal manner as well. In other words,
informal communication takes place among the members of the organization, because they
form sociable terms and relationships with each other. Apart from communicating with each
other in terms of work-related aspects, they get engaged in friendly and informal
conversations as well. Informal communication within the organizations does not take place
through making use of the formal methods and structures. In other words, there is not any
methodical and systematic ways of implementing informal communication. In this form of
communication, the members chat and gossip in terms of what is going on in the
organization, this is the main reason that it is termed as grapevine communication. The
purpose of this form of communication is to share information, establish personal contacts,
build friendly relations, inspire and motivate each other, resolve conflicting situations,
supplement official channels, and make work duties interesting.

Types of Informal Communication Network

The types of informal communication network are, single strand network, gossip
chain network, probability chain network and cluster chain network. These are stated as
follows: (Informal Communication Network, n.d.).

Single Strand Network

Under the single strand network, the flow of information takes place from one person
to another. One person will make provision of information to the other, who will in turn
communicate the information to the next person. In the same way, the third person will also
communicate the information to the next person and so on. One of the major disadvantages of
this form of network is, the information is less reliable and accurate to pass on the message.
The communication process in this case is linear.

Gossip Chain Network

In the case of the gossip chain network, the individual imparts information to all the
other individuals in the network in a direct manner. This individual is regarded as the main
person, who performs the job duty of transmitting information that he has obtained. In this
case, every person in the network communicate with each other in an informal manner. This
network is made use in most cases, when the subject matter is not related to the nature of the
job.

Probability Chain Network

In this form of communication network, information passes randomly from one

individual to another. In this case, there is an individual, who acts as the source of message.
He selects any person randomly in the network to communicate the message. The second
person will make a selection of another person on a random basis and passes the information
to him. Hence, communication flows to different individuals, who have been selected on a
random basis. In this case, the source of information for each member of the network is
different. This communication network is made use of in the case of information, which is
interesting. But the information is not significant.

Cluster Chain Network

In the cluster chain network, there is an individual, who acts as the source of the
message. He performs the job of transmitting information to the pre-selected group of
individuals, out of whom, few individuals convey the same message to the other selected
group of individuals. In this manner, the chain continues and the message reaches to all the
individuals in the communication network. This pattern is similar to the telephone tree. In
which one person calls two other persons, these two persons call three other persons and
again these three persons call three other persons. In this manner, the information gets
transmitted to all the persons, connected in the telephone network. This is regarded as one of
the common forms of informal communication network.

Characteristics of Informal Communication

The characteristics of informal communication have been stated as follows: (What is

Informal Communication or Grapevine? 2020).

Unofficial Channel of Communication – When informal communication takes place in

organizations, it does not have to abide by any rules and regulations. In other words, the
members do not have to take into account any organizational rules and laws. In this case, the
individuals do not communicate with each other in terms of work-related aspects, but
normally communicate with each other in terms of other areas. These may be related to
home, family, health, well-being and so forth. Within the course of performance of one’s job
duties, when the individuals form amiable terms and relationships with each other, they not
only communicate in terms of work-related aspects, but also establish cordial terms and
relationships as well. Therefore, it can be stated that one of the important characteristics of
informal communication is, it is an unofficial channel of communication.

Not Controlled by Management – The management within the organizations are

vested with the authority of controlling formal communication, but they do not exercise any
control on informal communication systems. The employees are vested with the power and
authority of exercising control on the informal systems of communication. The information
that is conveyed through this form of communication may or may not be accurate. When the
management exercises control on the system of formal communication, the information is
accurate and is related to work, but when system of informal communication is not controlled
by management, the information may or may not be accurate. Therefore, the system of
informal communication not controlled by management is one of the important
characteristics of informal communication.

More Reliable Information – Research studies conducted on informal communication

in organizations has identified that the information that is imparted through informal
networks are more reliable. As promoting reliability is regarded as one of the major aims of
communication. Hence, they put emphasis on this form of communication. On the other
hand, the individuals in some cases are unable to understand that information can be false and
misleading as well. The individuals form the viewpoint that encouragement of informal
communication systems will help the individuals in the achievement of the desired outcomes
in an appropriate manner, incurring the feeling of job satisfaction and retaining their jobs, as
the information obtained is more accurate and reliable. Therefore, the prevalence of the
viewpoint among the members that informal communication imparts more reliable
information is one of the important characteristics.

Flexibility – Informal communication does not take place in a methodical and

systematic manner within the organizations. There are not any rules, which the members are
required to follow within the course of its implementation. Hence, it is flexible in nature. The
flexible nature of this form of communication enables the individuals to put it into operation
in any form, without any formalities. When the members recognize the flexible nature of this
form of communication, they form the viewpoint that it will be more effective and
meaningful in generating awareness and in acquiring an understanding of the concepts and
aspects required in the efficient implementation of one’s job duties and achieving
organizational goals. Therefore, flexibility is regarded as one of the important characteristics
of informal communication.

Oral Way of Communication – In the system of informal communication, the

individuals communicate with each other in an oral manner. In most cases, they communicate
with each other face to face. But when the individuals need to communicate with each other,
who belong to different departments, they may speak to each other on the phone or send
messages or emails. But normally, oral way of communication is focused upon and written
way of communication is not emphasised upon. When the individuals meet each other and
communicate face to face, then they are able to acquire an efficient understanding of the
aspects and topics, in terms of which communication takes place. Therefore, oral way of
communication is regarded as an important characteristic of informal communication.

Rapid Communication – Informal communication transmits to others in a rapid

manner. When the information is important and the individual, who is imparting it ensures
that it should get transferred to others in a rapid manner, in such cases, this characteristic is
beneficial. But one of the important limitations of this characteristic is, the information may
not be accurate. When communication takes place in a rapid manner, the information may
lose its accuracy. When the individuals do not obtain accurate information, they will
experience problems in the implementation of tasks and activities in a well-organized manner
and in generating the desired outcomes. Therefore, it can be stated, the characteristic of rapid
communication of informal communication may be advantageous as well as disadvantageous.

Free From Accountability – The informal communication is free from any form of
accountability of the top management. When the top management give instructions or orders
to their subordinates, they usually need to pay attention towards their accomplishment by the
target date. On the other hand, when information is conveyed in an informal manner, the
employees do not feel pressurised that they have to complete the task by the specified date.
The system of informal communication usually takes place in a friendly manner. Hence,
when the communication is free from accountability, the employees do not experience any
problems or stress within the course of implementation of one’s job duties. Therefore, free
from accountability is regarded as one of the indispensable characteristics of informal
communication.
 Multi-directional – Informal communication is multi-directional in nature. As the
name implies, it does not proceed in one direction, but multiple directions. In this
communication, the individuals have their own interests and needs which they aim to fulfil.
For instance, when individuals communicate with others in order to make provision of help
and support to them to fulfil their needs and requirements. On the other hand, another
purpose of informal communication is to motivate employees and so forth. One of the
important factors that needs to be taken into account is, individuals need to make use of polite
language and decent words. In some cases, there are spread of rumours too and these need to
be avoided. Therefore, multi-directional is regarded as an important characteristic of informal
communication.

Spontaneity – Informal system of communication takes place among individuals

through spontaneous exchange of information. This form of communication may take place
among the members of the organizations employed in various positions. When they are
communicating, they impart information in a spontaneous manner. This indicates that
information is imparted in an unplanned and structured manner. In this case, the information
may be meaningful and beneficial to the individuals or they may not be meaningful and
beneficial. When the members are experienced and well-aware in terms of their job duties,
they are able to acquire an efficient understanding of spontaneous information and implement
it satisfactorily. On the other hand, when members are not experienced, they undergo
problems through this characteristic. Therefore, spontaneity is regarded as an important
characteristic of informal communication.

Influential – The system of informal communication is influential. When the

individuals communicate with each other through this system of communication, they are
able to obtain help and support from each other. It is comprehensively understood that
individuals need to obtain support and assistance from each other in the effective
performance of their job duties. But in order to feel comfortable within the working
environment and in retaining their jobs, they need to get engaged in informal communication
as well. The characteristic of influential is regarded as vital as it enables the individuals to
retain their jobs as well as incur the feeling of job satisfaction. Furthermore, the individuals
need to be well-aware in terms of all the disadvantages and implement measures in curbing
them. Therefore, the characteristic of influential is regarded as significant in informal
communication.
 Advantages of Informal Communication

The advantages of informal communication are assisting to the members as well as

the organization as a whole. These are stated as follows: (Advantages of Informal
Communication, 2018).

Alternative System – Within organizations, there is some information, which cannot

be imparted through formal system of communication, therefore, the members need to
communicate in terms of it through alternative system. Informal system is regarded as the
alternative systems, which conveys various types of information among the members. Within
organizations, the primary aim of communicating is to impart information in terms of
measures and approaches that are needed to perform one’s job duties well and achieving the
desired outcomes. The informal system of communication is regarded as worthwhile in
imparting information in terms of job duties. Therefore, alternative system is regarded as one
of the major advantages of informal communication.

Interpretation – When the superiors send messages or impart knowledge in terms of

various factors to their subordinates, they will be able to understand them well, when they are
explanatory in nature. Hence, informal system of communication is regarded as effectual in
interpreting the information in an appropriate manner. In some cases, through formal system,
the message may not be easily understandable to the employees. Therefore, in order to ensure
that employees are able to interpret the messages well, the supervisors, managers and
employers impart information through informal systems. Therefore, interpretation is regarded
as one of the advantages that is facilitated through informal communication.

Redressing Grievances – Within the organizations, the members at various positions

experience problems and difficulties as well. These are regarded as major impediments
within the course of implementation of their job duties. Hence, it is vital to solve problems
and grievances. These are necessary not only in achieving professional goals, but also in
augmenting the overall structure of the organization. Through the system of informal
communication, the individuals are able to redress their grievances to their superiors and seek
solutions. They can be done online or through oral communication. Therefore, acquiring
opportunities to redress grievances are regarded as one of the advantages of informal
communication.
 Increasing Efficiency – In the case of informal communication, the employees are
provided with the opportunities to express their ideas and viewpoints. If they are experiencing
any problems in the performance of their job duties, they are able to obtain help and support
from others without any hesitance. In other words, they do not experience apprehensiveness
in communicating with others. The employees will be able to freely express their ideas and
viewpoints, when they will be able to promote cordial and sociable working environment and
overcome apprehensiveness and vulnerability. In addition, they will also be able to increase
efficiency. Therefore, increasing efficiency is regarded as one of the important advantages of
informal communication.

Improving Relations – Through informal communication, the individuals will be able

to bring about improvements in terms and relationships with each other. It is not only
important for the individuals to generate information in terms of performance of job duties,
but to retain their jobs and enhance the structure of the organization, it is of utmost
significance to focus upon improving relations. In order to achieve organizational goals, it is
vital for the members to work in co-ordination and integration with each other. Hence, in
order to promote mutual understanding, informal communication is indispensable. Therefore,
improving relations is regarded as one of the important advantages of informal
communication.

Providing Recommendations – In order to carry out one’s job duties well, the
subordinates, superiors and colleagues communicate with each other in terms of ideas,
suggestions, processes, methods, materials and so forth. Through informal communication,
the members of the organization provide recommendations, which would be assisting in the
implementation of one’s job duties and in generating the desired outcomes.
Recommendations can be provided in a verbal as well as in a written form. When they are
brief, they can be imparted orally, whereas, when they are lengthy, they are given in writing.
Therefore, it can be stated, providing recommendations is regarded as one of the essential
advantages of informal communication.

Providing Emotional Relief – In some cases, within the working environment, the
individuals experience the psychological problems of stress, anxiety and pressure. When they
get engaged in informal communication, they are able to acquire emotional relief in providing
solutions to their problems. Within the course of implementation of one’s job duties, it is vital
for the individuals to overcome all types of impediments. When they get engaged in informal
communication with other individuals, they are able to find relief from their problems.
Furthermore, through this form of communication, they are able to enhance their knowledge
and skills. Therefore, providing emotional relief is regarded as one of the important
advantages of informal communication.

Providing Solutions to Problems – It is comprehensively understood that individuals

need to take into account and pay attention to number of factors. In other words, they have
numerous tasks and responsibilities, these include, home, family, jobs and so forth. When
they get engaged in informal communication, they are able to generate awareness in terms of
development of time management skills. These skills enable them to assign priorities to tasks
and activities and provide solutions to various types of problems that may arise. Therefore, it
can be stated, providing emotional relief is regarded as one of the important advantages of
informal communication.

Increasing Job Satisfaction – The implementation of informal communication leads to

an increase in the feeling of job satisfaction. The individuals feel pleasurable, contented and
motivated within the working environment. These factors are not only necessary in leading to
effective implementation of job duties, but also in retaining one’s jobs. In order to lead to an
increase in the feeling of job satisfaction and develop motivation, interest and enthusiasm, it
is necessary for the individuals to get engaged in informal communication. Therefore, it can
be stated, increasing job satisfaction is regarded as one of the important advantages that is
facilitated through informal communication.

Measuring Reaction – Before any new information is released, the management

aspires to generate awareness in terms of reaction of employees. It is necessary for the
management to take into account that employees should not feel overwhelmed and
pressurised. They need to put into operation their job duties with interest and enthusiasm.
Through informal communication, the management is able to find out the reaction of the
employees, before they impart them any kind of information through formal channels. For
instance, before initiating modern and innovative methods, it is necessary to measure the
reaction of the employees. Therefore, it can be stated, measuring reaction is regarded as one
of the crucial advantages that is facilitated through informal communication.

Limitations of Informal Communication

 After acquiring an efficient understanding of informal communication, one is able to
identify its meaning and significance. The individuals are able to understand that in order to
lead to effective growth and development of the organization and to achieve professional
goals, it is necessary to promote informal communication. But informal communication does
not follow rules and procedures and information can be misleading. These factors are
regarded as major barriers within the course of implementation of job duties in a well-
organized manner. Hence, it is necessary to identify the limitations of informal
communication. The limitations of informal communication are stated as follows:
(Advantages & Disadvantages of Informal Communication, 2015).

Misinterpretation – When information is imparted through informal communication,

in some cases, it is likely to get misinterpreted. In other words, the employees experience
problems in acquiring its efficient understanding. Particularly, when the information is in a
written form and the words are not clearly understood, this causes misinterpretation among
employees. Furthermore, it has unfavourable influences upon the job performance of the
individuals. Therefore, misinterpretation is regarded as one of the major limitations of
informal communication.

Distort Meaning – Informal communication networks do not follow any set of rules,
guidelines or approaches. Hence, transmission of information takes place without any
hesitance or fear. In some cases, the individuals may not depict kindness and courtesy, while
communicating. The information may lead to incorrect meaning, which may prove to be
unfavourable to the employees as well as other members. Therefore, distort meaning is
regarded as one of the major limitations of informal communication.

Spread Rumour – In most cases, informal communication devises some type of

information, which may not be factual and have unfavourable effects upon the performance
of the employees and the overall functioning of the organization. The employees are likely to
take this information seriously and it imposes detrimental effects upon their job performance.
Therefore, spreading of rumour through this form of communication is regarded as one of the
major limitations of informal communication.

Lack of Confidentiality – In this form of communication, the individuals interact with

each other without any rules and laws. The information, which needs to be kept confidential
is also likely to be communicated and this has detrimental effects upon the performance of
job duties of the members as well as the overall functioning of the organization. In other
words, the employees are unaware of the fact that they need to keep some information
confidential and not disclose it to other individuals, who may be internal or external to the
organization. Therefore, lack of confidentiality is regarded as one of the important limitations
of informal communication.

Incomplete Information – In some cases, the information that is communicated with

through this form of communication is not complete. In order to perform one’s job duties
satisfactorily and attain the desired outcomes, it is vital for the members to acquire complete
information. When the information is not complete, they experience problems in the effective
implementation of their job duties and in generation of desired outcomes. Therefore,
providing incomplete information is regarded as one of the limitations of informal
communication.

Committing Errors – The members of the organization are more likely to commit
errors, when they are communicating through informal channels. The reason being, they are
not following any rules or procedures. Hence, it is not possible for the individuals to
communicate the information without committing errors. Therefore, when individuals are not
able to receive information in a systematic and methodical manner, they are likely to commit
errors in the implementation of job duties and in achievement of goals and objectives.
Therefore, committing errors is one of the limitations of informal communication.

Generation of Undesired Outcomes – When the members of the organization are

unable to receive factual information, and information which is not easily understandable to
the individuals, they experience problems within the course of generation of desired
outcomes. In order to generate the desired outcomes, the communication needs to take place
in a methodical and systematic manner. Hence, when communication does not take place in a
methodical and systematic manner, the individuals experience problems in performing their
job duties well. Therefore, generation of undesired outcomes is one of the limitations of
informal communication.

Development of Perplexity – Through informal communication channels, the

information is not easily understandable. In some cases, the individuals are unable to acquire
its efficient understanding. This is apparent that when the information will not be clearly
understandable to the members, they will experience problems within the course of
performance of their job duties in a satisfactory manner. Lack of rules, regulations, strategies,
guidelines and procedures are the major causes that would lead to development of perplexity.
When the individuals develop perplexity, they are likely to get engaged in conflicting
situations and disagreements as well. Therefore, development of perplexity is regarded as one
of the major limitations of informal communication.

Non-co-operation – When the information that is imparted to the employees is not

easily understandable to the members, they are unable to promote collaboration and
integration. When they will not obtain support and assistance, they will experience problems
within the course of performance of their job duties in a well-organized manner and in
achievement of organizational goals. In this manner, there is development of non-co-
operation among members. As a result of non-co-operation, the members are likely to remain
in seclusion and do not tend to interact with others much. Therefore, it can be stated, non-co-
operation is one of the crucial limitations of informal communication.

Lack of Control – When the informal communication gains prevalence within the
organizations, the members are unable to control it. In other words, the individuals are unable
to put into operation the measures and approaches and prevent it from assuming a major
form. In accordance to the research studies, informal communication is regarded as
important, but it needs to be controlled. The reason being, in this case, lack of rules and
procedures enables it to cause detrimental effects upon the job performance of the members
and overall functioning of the organizations. Due to this factor, the members are unable to
exercise control. Therefore, lack of control is one of the major limitations of informal
communication.

Conclusion

The informal communication is the unplanned and unauthorized form of

communication, wherein the information is exchanged spontaneously between two or more
persons without conforming to the approved rules, processes, systems, formalities and chain
of command. The types of informal communication network are, single strand network,
gossip chain network, probability chain network and cluster chain network. The
characteristics of informal communication are, unofficial channel of communication, not
controlled by management, more reliable information, flexibility, oral way of
communication, rapid communication, free from accountability, multi-directional,
spontaneity and influential. The advantages of informal communication are, alternative
system, interpretation, redressing grievances, increasing efficiency, improving relations,
providing recommendations, providing emotional relief, providing solutions to problems,
increasing job satisfaction and measuring reaction. The limitations of informal
communication are, misinterpretation, distort meaning, spread rumour, lack of
confidentiality, incomplete information, committing errors, generation of undesired
outcomes, development of perplexity, non-co-operation and lack of control. Finally, it can be
stated that it is vital for the individuals within organizations to encourage informal systems of
communication as well. As they are necessary in performing well in one’s jobs and creating
amiable terms and relationships with others. But when they are implementing informal
communication, they need to generate awareness in terms of measures and ways to reinforce
its advantages and eliminate the limitations.
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